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Your sales team uses Salesforce, HubSpot, or Dynamics. The software is powerful, but here’s the reality: you’re paying thousands of euros a year for features you don’t use, your sales process doesn’t fit the software’s templates, and your sales reps are using Excel spreadsheets alongside it.
What if the problem wasn't your team, but the tool itself?
A custom CRM is customer relationship management software developed specifically for your processes, business rules, and users. It costs less than you might think, can be deployed in a matter of weeks, and you own it. In this article, we’ll explain when it’s the right choice, how much it costs, and share a comparison with specific figures.
If you’re not yet familiar with what business software is, start by checking out our comprehensive guide, “ Industry-Specific Software: Definition, Benefits, and Examples by Industry .”
Why SMEs Are Switching from Their Standard CRM Systems
Generic CRMs (Salesforce, HubSpot, Pipedrive, Dynamics) are designed to cater to as many businesses as possible. This is both their strength and their limitation. Here’s what our clients consistently tell us:
Costs that are skyrocketing as the company grows
Standard CRM systems charge per user. Add 10 sales reps, and your bill goes up by several thousand euros a year. For a team of 50 users, Salesforce licenses alone amount to €200,000 over three years—not including integration and migration costs.
Features You'll Never Use
You’re paying for a tool designed for businesses all over the world. The result: dozens of modules you never use, a cluttered interface, and sales reps who work around the tool instead of embracing it.
A sales process that doesn't fit into a box
Your sales cycle has its own unique characteristics: stages specific to your industry, unique qualification rules, and internal approvals that standard CRM systems don’t natively support. So we end up tinkering with the system, adding custom fields, and eventually losing visibility into the pipeline.
No control over your data
Your customer data is hosted on U.S. servers, which are subject to the Cloud Act and the Patriot Act. You have no guarantee as to who has access to your business information.
Custom CRM vs. SaaS CRM: A Comparison
| Criterion | SaaS CRM (Salesforce, HubSpot) | Custom CRM |
|---|---|---|
| Cost | Per-user subscription | One-time investment |
| Business adaptation | Limited | Total |
| Software Ownership | No | Yes |
| Data hosting | Often the U.S. | A Possible France |
| Number of users | Billed | Unlimited |
| Publisher dependency | Strong | None |
Comparison by the Numbers: Custom CRM vs. Salesforce for 50 Users
Let’s take a concrete and illustrative example: a company with 50 users that compares the total cost of Salesforce over three years to that of a custom CRM developed by IT Systèmes. The Salesforce figures are based on the vendor’s published rates, and our column reflects our own billing rates.
| Cost center | Salesforce | IT Systems (Custom) |
|---|---|---|
| Bachelor's Degrees (3 years) | 200 000 € | 0 € |
| Development and integration | 80 000 € | 30 000 € |
| Data migration | 20 000 € | 7 500 € |
| Application Maintenance (3 years) | Included in the licenses | 10 800 € |
| TOTAL over 3 years | 300 000 € | 48 300 € |
This comparison does not take into account the productivity gains associated with a tool that is perfectly tailored to your processes. When your sales reps truly embrace the tool (rather than working around it), conversion rates automatically improve.
What's Included in a Custom CRM from IT Systèmes
A custom CRM is not a “stripped-down” CRM. It’s a tool that includes exactly what you need—nothing more, nothing less:
A sales process fully tailored to your business: pipeline, qualification stages, management rules, and specific automations.
Built-in AI to automate lead generation: lead scoring, follow-up recommendations, predictive pipeline analysis, and personalized email generation.
Customized real-time dashboards: the KPIs that matter to YOU, not those imposed by a vendor.
Integrations with all your software: accounting, billing, ERP, marketing, telephony, and Microsoft 365—via API or Power Automate.
A modern and intuitive web interface: designed for YOUR users, not for a global market.
Unlimited users: Whether you hire 10, 50, or 200 salespeople, the cost stays the same.
And most importantly: the software is 100% yours. No dependence on a software vendor, no risk of price hikes, and no Cloud Act.
For your sales team’s repetitive tasks (follow-ups, pipeline updates, notifications), IT Systèmes can also deploy Power Automate as a complement to the CRM.
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What does a custom CRM project entail?
At IT Systèmes, we don’t start with a 200-page requirements document. We start with a prototype.
01. Quick Audit (1 to 2 days)
We identify the tool that needs to be replaced, analyze your current sales processes, pain points, and opportunities for improvement. The result: you’ll know whether a custom solution is right for you.
02. Working prototype (not a PowerPoint presentation)
In just a few days, we’ll create a working prototype of your CRM. You’ll be able to validate the results based on concrete examples, not abstract concepts. This approach drastically reduces misunderstandings and speeds up the launch process.
03. Sprint-Based Development (2 weeks)
Iterative deliveries every two weeks. You can track progress in real time and adjust priorities as we go. Our team uses generative AI to speed up code production, testing, and documentation.
04. Integration and Deployment
Integration with your existing tools (accounting, ERP, M365, telephony), complete data migration, and training for your teams. Clean Architecture: The code is well-structured and can be taken over by another qualified developer.
05. Continuous Evolution
Your CRM isn't set in stone. It evolves alongside your business: new features, new workflows, new integrations. Our contracts have no minimum term.
Timeframe: Six to eight weeks for a complete CRM system. Cost: Starting at €30,000 (excluding tax).
Who is a custom CRM for?
Custom CRM isn't the right solution for everyone. Here's how to decide:
Custom-made solutions are right for you if:
- Your sales process has industry-specific features that standard CRM systems do not cover.
- You have more than 20 users, and the cost per license is becoming an issue.
- Your sales reps aren't using the current CRM (or are bypassing it with Excel).
- You need to integrate the CRM with internal systems (ERP, line-of-business software, EDM).
- Data sovereignty is a key issue (GDPR, regulated sectors, NIS2).
Stick with a standard CRM if:
- Your needs are fairly standard and are well covered by HubSpot or Pipedrive.
- You have fewer than 10 users and a very tight budget.
- Your sales process is straightforward and doesn't require extensive customization.
Frequently Asked Questions About Custom CRM
How much does a custom CRM cost?
Starting at €30,000 (excluding tax) for a comprehensive CRM system (sales processes, AI, dashboards, integrations), developed in six to eight weeks. No per-user fees, no long-term commitment. Several support programs are available for small and medium-sized businesses: the research tax credit, the BPI France digital loan, regional digital vouchers, and France Num initiatives.
Is this a realistic alternative to Salesforce?
Yes. Our comparison, based on Salesforce’s public pricing, shows a savings of 84% over 3 years for 50 users (€300,000 for Salesforce versus €48,300 for IT Systèmes, including maintenance). The custom CRM covers 100% of your business processes, includes AI, unlimited users, and ownership of the code. It’s not a “budget” CRM—it’s a CRM that contains only what’s useful to you.
How long will it take to migrate from my current CRM?
Data migration is included in the project and billed separately. The entire deployment (development, migration, training) takes six to eight weeks. Your teams will be up and running as early as the first week after the switchover.
Where is my data stored?
In France, IT Systèmes offers guaranteed sovereign hosting that is GDPR-compliant. You can also opt for on-premises hosting (on your own servers). No data passes through foreign servers.
What would happen if IT Systèmes went out of business?
The source code belongs entirely to you. It is well-structured (Clean Architecture) and can be taken over by another qualified developer. This is the opposite of being dependent on a SaaS provider.
Should you choose a custom CRM?
Custom CRM becomes the right solution when several factors come together:
- Your sales process has unique aspects that standard tools don't address
- Your sales team has more than 20 users, and licensing costs are straining the budget
- Your sales reps are bypassing the current CRM system by using Excel spreadsheets alongside it
- You need to integrate several internal systems (ERP, billing, telephony)
- Data sovereignty and data hosting are key issues for your organization
In these situations, developing your own CRM system often leads to significant cost savings while improving sales efficiency, as shown by our comparison, which highlights savings of over 250,000 €.
For information on our methodology, tiered pricing, and guarantees, please see our custom software development offering.
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